ASCA GOVERNING POLICIES by n4r0yn

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									                            GOVERNING POLICIES
                             Revised and Approved: September 2005


ENDS POLICIES
ASCA’s VISION

The American School Counselor Association is the foundation that expands the image and
influence of Professional School Counselors through advocacy, leadership, collaboration and
systemic change. The American School Counselor Association empowers professional school
counselors with the knowledge, skills, linkages, and resources to promote student success in the
school, the home, the community, and the world.

Article I
Professional development opportunities in areas of critical need are made available to all
Professional School Counselors.

Article II
Timely, relevant information exists to enhance Professional School Counselors level of skill and
professionalism.

Article III
Legislative policy exists that supports Professional School Counselors and child advocacy.

Article IV
Relevant research and evaluation substantiates and supports school counseling as an integral
component of education.

Article V
Professional and ethical standards articulate the code of conduct and professional behavior for
Professional School Counselors.

Article VI
Strategic partnerships with stakeholders exist to benefit Professional School Counselors and their
students.

Article VII
Leaders at local, state, and national levels champion and lead change initiatives.


                                        Appendix B-1
OPERATIONAL PARAMETERS
The Executive Director shall not cause or allow any practice, activity, decision, or organizational
circumstance that is either unlawful, imprudent, or in violation of commonly accepted business
and professional ethics or compromises the profession of school counselors.

Article I: Treatment of stakeholders
With respect to interactions with stakeholders or those applying to be stakeholders, the Executive
Director shall not cause or allow conditions, procedures, or decisions that are unsafe,
undignified, unnecessarily intrusive, or that fail to provide appropriate confidentiality or privacy.

Section A. Membership

1. Membership Categories
School counseling professionals and others interested in school counseling are eligible for
membership in various membership categories as specified in the bylaws.
    a. Professional Membership. Professional members must hold a masters degree or higher in
       counseling or the substantial equivalent and must be credentialed as a school counselor
       by a state, district, or territory of the United States or the credentialing agency of the
       country in which they practice or must be employed as counselor educators in a graduate
       program that prepares school counselors.
    b. Retired Members. Members who are in retirement and do not hold full-time positions in
       school counseling are eligible for Retired membership. Retired members hold a masters
       degree or higher in counseling or the substantial equivalent; are or were credentialed as a
       school counselor by a state, district, or territory of the United States or the credentialing
       agency of the country in which they practice; or were employed as school counselors,
       supervisors of school counselors, or counselor educators in a graduate program that
       prepares school counselors.
    c. Student Membership. Students who are enrolled in a master’s program that prepares
       school counselors and who do not hold full-time positions in school counseling are
       eligible for student membership.
    d. Affiliate Membership. Individuals interested in counseling, who are not eligible for any
       other type of membership, may become Affiliate members.
    e. Allied Membership. Corporations or businesses interested in supporting the goals of
       ASCA may become Allied members.

2. Rights and Privileges.
All members shall receive the rights and privileges accorded their membership categories as
specified in ASCA policies that address membership. Professional, and Retired members may
vote on all matters coming before the Association and shall be eligible to serve as members of
the Delegate Assembly, however, only Professional members shall be eligible for election to the
Governing Board of ASCA. Student, Affiliate and Allied members are not eligible to vote, to
serve on the Delegate Assembly nor to serve on the Governing Board.




                                        Appendix B-2
3. Severance of Membership.
    Association members may be disciplined or expelled from membership for one or more of
    the following reasons.
    a. A member is delinquent in paying membership dues. Membership may be revoked at the
        discretion of the Executive Director and may be reinstated upon the payment of current
        dues.
    b. A member is in violation of ASCA’s Ethical Standards for School Counselors.
    c. A member’s state license or credential has been revoked.
    d. Any other reason deemed by the Governing Board to be in the best interests of ASCA.

       Revocation Process
       The following process shall be used to determine revocation of ASCA membership,
       except in the case of nonpayment of dues.
       a. A request to revoke membership must be made in writing, with a statement of the
          specific reasons why revocation is sought, and sent to the ASCA Executive Director
          by certified mail. The charges must be made over the signature of at least 10 ASCA
          members in good standing in the state involved, or one or more members of the
          ASCA Governing Board.
       b. To initiate action regarding the revocation of membership, a notice of intent to revoke
          must first be passed by a majority of the ASCA Governing Board members present
          and voting. The member(s) in question must be advised in writing of the reasons for
          the proposed action.
       c. Member(s) who receive a notice of intent to revoke membership shall be given 30
          days to respond in writing to the charges and to submit the response to the ASCA
          Executive Director.
       d. Member(s) who receive a notice of intent to revoke membership shall be given the
          opportunity to appear before ASCA’s Governing Board or a mutually agreed upon
          impartial body consisting of not less than three nor more than seven individuals
          selected by the President with the concurrence of the Governing Board. Such
          impartial body shall exclude any ASCA members involved with the charges. The
          hearing may be conducted in person, via telephone conference call or other mutually
          agreed upon method. The person(s) bringing the charges shall also have an
          opportunity to appear at a hearing. If any costs are incurred to hold a hearing, such
          costs shall be paid by the party that requests the hearing. The impartial body shall
          present its findings and recommendations for revocation, remediation and
          reinstatement to the Governing Board within 30 days following the hearing and
          gathering of all evidence.
       e. If a hearing is held, the member(s) in question shall have the opportunity to question
          witnesses against them. If either party desires legal representation at the hearing, the
          ASCA Executive Director must be notified in writing by certified mail within 30 days
          prior to the hearing in order to advise the other party to this action.
       f. Revocation, remediation and reinstatement of membership must be approved by two-
          thirds of the ASCA Governing Board members present and voting. Any members of
          ASCA’s Governing Board who are involved in the charges in any way shall refrain
          from voting or taking part in the consideration of the issue.




                                       Appendix B-3
       g. Decisions made by the Governing Board regarding revocation, remediation and
          reinstatement of membership shall be considered final.
       h. The member(s) charges with violations of Ethical Standards and the person(s)
          bringing those charges shall be notified by the ASCA Executive Director within 30
          days in writing by certified mail of the final action taken by the Governing Board.


4. Dues Structure
The dues structure is approved by the Delegate Assembly based on recommendations of the
Governing Board. ASCA has a reduced fee for students and retired counselors. The membership
fee covers approximately half the cost of membership.

The following annual membership dues are in effect as of Oct. 1, 2005:

       • Professional      $115
       •Affiliate          $115
       • Retired/Student     $60
       •Allied:
               Company Budget                Dues
               Under $3,000,000              $195
               $3,000,000-$10,000,000        $295
               Over $10,000,000              $395

5. Membership List Rental
The Executive Director reviews and approves or disapproves all requests for list rental and
distribution of materials produced by other organizations to ASCA members.

6. ASCA Regions:
ASCA’s membership is divided into four regions.
    a. The North Atlantic Region shall consist of Connecticut, Delaware, Dist. of Columbia,
       Maine, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode
       Island, Vermont
    b. The Southern Region shall consist of Alabama, Arkansas, Florida, Georgia, Kentucky,
       Louisiana, Maryland, Mississippi, North Carolina, South Carolina, Tennessee, Texas,
       Virginia, West Virginia
    c. The Midwest Region shall consist of Illinois, Indiana, Iowa, Kansas, Michigan,
       Minnesota, Missouri, Nebraska, North Dakota, Ohio, Oklahoma, South Dakota,
       Wisconsin
    d. The Western Region shall consist of Alaska, Arizona, California, Colorado, Hawaii,
       Idaho, Montana, Nevada, New Mexico, Oregon, Utah, Washington, Wyoming

Section B: State Divisions

ASCA State Divisions are created and chartered in accordance with ASCA’s bylaws. State
division charters shall be reviewed and may be reissued every five years to coincide with review
of state division bylaws.



                                       Appendix B-4
   1. Benefits
                 a. ASCA supports state divisions, and promotes state divisional membership
                     and activities.
                 b. ASCA apportions state divisions delegates to the Delegate Assembly in
                     accordance with Governance Process Policies, Article II, Section A-1b.
                 c. ASCA maintains a state leadership listserv for state division presidents,
                     past presidents and presidents-elect.
                 d. ASCA assists state divisions by providing organizational and management
                     expertise and consultation about issues relevant to them.
                 e. State Divisions may use ASCA’s logo in materials and may incorporate
                     ASCA’s logo into state division logos, with ASCA’s approval.
                 f. Sate division presidents and presidents-elect may attend ASCA’s
                     Leadership Development Institute.
                 g. ASCA may waive LDI registration fees for presidents-elect pending
                     fulfillment of all state division responsibilities as specified in policies and
                     procedures.
                 h. ASCA recognizes exemplary state leaders and divisions.
                 i. State divisions are eligible to apply for ASCA Legislative, Innovative
                     Initiative and Public Policy grants.
                 j. ASCA provides materials and resources for distribution to State divisions
                     members and offers discounts for selected ASCA publications.
                 k. ASCA national leaders provide professional development, keynote
                     addresses and other presentations at state conferences at cost.
                 l. State Divisions may host ASCA’s annual conference, LDI or other
                     meetings.
2. Responsibilities
          a. State divisions shall support ASCA, and ASCA’s mission and ASCA’s
               programs.
          b. State division leaders shall act ethically and with integrity in a professional
              manner.
          c. State divisions shall promote membership in ASCA.
          d. State divisions shall use ASCA’s logo responsibly and professionally. ASCA
              reserves the right to determine whether its logo is misused or used in a manner
              that is detrimental to the image or reputation of the organization.
          e. State divisions shall submit their bylaws to ASCA for review and approval
              every five years. State divisions shall submit any changes in Bylaws to ASCA
              when they are approved by the division. State division bylaws must not be in
              conflict with ASCA bylaws and must be approved by ASCA.
          f. State divisions shall submit a list of leaders, including board members,
              officers and committee chairs each year.
          g. State divisions shall submit a list of all state division members, with contact
              information, to ASCA each year.
          h. State divisions shall submit dates and locations of conferences and other
              meetings to ASCA each year.
          i. State divisions shall submit an annual report for inclusion in Delegate
              Assembly working papers.


                                      Appendix B-5
             j. State divisions shall promote leadership opportunities in ASCA.
             k. State divisions shall not hold conferences, seminars or other meetings or
                engage in activities that conflict or compete with ASCA activities without
                prior approval from ASCA.
             l. State divisions shall agree to fulfill the responsibilities stated herein.

3. Revocation of State Division Charter
      a. Reasons for Revocation
         State division charters may be reviewed and revoked at any time under one or
         more of the following conditions:

             1. A State Division is no longer operating under bylaws approved by ASCA.
             2. The number of ASCA members in a State Division is less than 25.
             3. A State Division is no longer considered an active association by holding
                meetings and by regularly attending ASCA’s Leadership Development
                Institute and Delegate Assembly.
             4. A State Division does not fulfill the aforementioned agreed upon
                responsibilities.
             5. Any other reason deemed by the Governing Board or Delegate Assembly to
                be in the best interests of ASCA.

        b.    Revocation Process
              The following process shall be used to settle disputes regarding State Division
              charters.

           1. Parties in dispute at the state level must first attempt to reach an informal
               resolution of their differences following the initiation of a dispute and before
               submitting a revocation proposal to ASCA. Parties in dispute must sign and
               submit a notarized statement to the effect that they have diligently tried and
               failed to reach an agreement.
          2. A request to revoke a charter must be made in writing, with a statement of the
              specific reasons why revocation is sought, and sent to the ASCA Executive
               Director by certified mail. The charges must be made over the signature of at
               least 10 ASCA members in good standing in the state involved, or one or
               more members of the ASCA Governing Board.
           3. Before final action may be taken with respect to the revocation of a State
               Division charter, a notice of intent to revoke must first be passed by a majority
               of the ASCA Governing Board members present and voting and the State
               Division in question must be advised in writing of the reasons for the
               proposed action. The ASCA Governing Board shall allow the state division a
               reasonable period to effect remedial measures.
           4. The State Division charged in a dispute shall be given 30 days to respond in
                writing to the charges and to submit the response by certified mail to the
                ASCA Executive Director.
           5. A State Division charged in a dispute and representatives of the claimants
               shall be given the opportunity to appear before ASCA’s Governing Board or
               a mutually agreed upon impartial body consisting of not less than three nor


                                    Appendix B-6
                   more than seven individuals selected by the President with the concurrence of
                   the Governing Board. Such impartial body shall exclude ASCA members of
                   the State Division and ASCA members of other parties involved in the
                   dispute and shall present its findings and recommendations to the Governing
                   Board within 30 days following the hearing and gathering of all evidence.
               6. If a hearing is held, a State Division charged in a dispute shall have the
                   opportunity to question witnesses against the State Division. If either party
                   desires legal representation at the hearing, the ASCA Executive Director must
                   be notified in writing by certified mail within 30 days prior to the hearing in
                   order to advise the other party to this action.
               7. A recommendation to the Delegate Assembly to revoke a State Division
                   charter must be approved by two-thirds of the votes cast by the members of
                   the ASCA Governing Board. Any member(s) of ASCA’s Governing Board
                   who is from the state involved, who brings the charge initially or who is
                   involved in the dispute in any way, shall refrain from voting or taking part in
                   the consideration of the issue.
               8. A written report and recommendation shall be made by the Governing Board
                   to the Delegate Assembly at the first meeting following the vote of the ASCA
                   Governing Board.
               9. Revocation of a State Division charter must be approved by two-thirds of the
                   votes cast by the members of the Delegate Assembly. Any members of
                   ASCA’s Delegate Assembly who are from the state involved, who bring the
                   charge initially or who are involved in the dispute in any way, shall refrain
                   from voting or taking part in the consideration of the issue.
               10. Decisions made by the Delegate Assembly considering charges to the
                   revocation of a State Division charter shall be considered final.
               11. The parties in dispute shall be notified by the ASCA Executive Director
                   within 30 days, in writing, by certified mail of the final action taken by the
                   Delegate Assembly.

Section C: American Counseling Association

ASCA is organized in accordance with the Articles of Incorporation and Bylaws of ACA, and as
such, the Executive Director may not cause or allow conditions or practices that result in
noncompliance with ACA bylaws.


Article II: Treatment of Staff
With respect to the treatment of paid and volunteer staff, the Executive Director may not cause
or allow conditions that are unfair, unsafe, or undignified.

Article III: Financial Planning and Budgeting
Financial planning for any fiscal year or the remaining part of any fiscal year shall not deviate
materially from the Board’s Ends priorities, risk fiscal jeopardy, or fail to be derived from a
multiyear plan



                                        Appendix B-7
Section A: Information
The Executive Director shall not allow budgeting that contains too little information to enable
credible projection of revenues and expenses, separation of capital and operational items, cash
flow, and disclosure of planning assumptions.

Section B: Net income
The Executive Director shall not allow budgeting that plans the expenditure in any fiscal year of
more funds than are conservatively projected to be received in that period.

Section C: Reserves
The Executive Director shall not allow budgeting that reduces the current assets at any time to
less than 25 percent of the current annual budget.

Section D: Board Prerogatives
The Executive Director shall not allow budgeting that provides less for Board prerogatives
during the year than is set forth in the Cost of Governance policy.


Article IV: Financial Condition and Activities
With respect to the actual, ongoing financial conditions and activities, the Executive Director
shall not cause or allow the development of fiscal jeopardy or a material deviation of actual
expenditures from Board priorities established in Ends policies.

Section A: Board Member Responsibilities
Directors of the association shall assume a fiduciary duty and shall be entrusted by the
membership to conduct the business of the association in a fiscally responsible manner. In order
to carry out that mandate, all persons who perform functions on behalf of the association (elected
leaders, appointed leaders, and staff) shall know and adhere to the financial policies of the
association and shall carry out ASCA duties in a cost efficient manner.


Section B: Executive Director Responsibilities

1. Debt Avoidance
The Executive Director shall not expend more funds than have been received in the fiscal year
unless a debt guideline is met.

2. Encumbrance
The Executive Director shall not indebt the organization in an amount greater than can be re-paid
by certain, otherwise unencumbered revenues within 60 days.

3. Reserves
The Executive Director shall not use any long-term reserves.




                                       Appendix B-8
4. Transfer of Funds
The Executive Director shall not conduct interfund shifting in amounts greater than can be re-
stored to a condition of discrete fund balances by certain, otherwise unencumbered revenue
within thirty days.

5. Payment of Debts
The Executive Director shall not fail to settle payroll and debts in a timely manner.

6. Government Filings
The Executive Director shall not allow tax payments or other government-ordered payments or
filings to be overdue or inaccurately filed.

7. Spending Limits
The Executive Director shall not make a single purchase or commitment of greater than $20,000.

8. Real Property
The Executive Director shall not acquire, encumber, or dispose of real property.

9. Accounts Receivables
The Executive Director shall not fail to aggressively pursue receivables after a reasonable grace
period.


Article V: Emergency Executive Director Succession
In order to protect the Board from sudden loss of Executive Director services, the Executive
Director shall not fail to have a minimum of two other staff members familiar with Board and
Executive Director issues and processes.

Article VI: Asset Protection
The Executive Director shall not allow the assets to be unprotected, inadequately maintained, or
unnecessarily risked.

Section A: Insurance
The Executive Director shall ensure that ASCA maintains the following insurance coverages.
                       all directors and officers. This includes Governing Board members,
1. Liability insurance on
  committee chairs and committees. Any group working on behalf of ASCA and under official
  sanction of ASCA is included.
2. Property insurance on all equipment and materials in the ASCA office.
3. Life insurance on all employees.
4. Special liability insurance for the Annual Conference.




Article VII: Compensation and Benefits

                                        Appendix B-9
With respect to employment, compensation, and benefits to employees, consultants, contract
workers, and volunteers, the Executive Director shall not cause or allow jeopardy to fiscal
integrity or public image.

Section A: Staff Compensation
The Executive Director shall establish appropriate salaries and salary increases for ASCA staff.
Salaries shall be included in the annual budget and become effective on October 1.

Section B: Presidential Compensation

1. Amount of Stipend
The President’s employer shall be reimbursed for all expenses incurred as a result of the
president’s service as agreed upon in advance, not to exceed $75,000.

2. Terms of Contract
A contract shall be negotiated with the President-Elect by the Executive Director prior to
October 1 of the presidential year.


Article VIII: Communication and Support to the Board
The Executive Director shall not permit the Board to be uninformed or unsupported in its work.


Article IX: Contracts and Joint Ventures
The Executive Director may not enter into any grant or contract arrangements that fail to
emphasize primarily the production of Ends and, secondarily, the avoidance of unacceptable
means.

Section A: Contracts

1. Authority
The Executive Director shall approve partnerships, business relationships or sponsorships that
are effective, prudent, and ethical as defined within the mission and vision of ASCA.

2. Written Agreements
Provisions of partnerships, business relationships, sponsorships and outsourced services are
enumerated in written agreements or formal contracts, which are reviewed by ASCA’s attorney,
when necessary, and signed by the Executive Director.

Section B: Alliances

1. Authority
The Executive Director reviews and approves or disapproves all requests for use of ASCA’s
name and logo.

2. Written Agreements



                                       Appendix B-10
The Executive Director shall ensure that the use of ASCA’s name and logo by other organization
is done in accordance with written agreements.


GOVERNANCE PROCESS POLICIES
The purpose of the Board, on behalf of stakeholders, is to see to it that the American School
Counselor Association (1) achieves what it should and (2) avoids unacceptable actions and
situations.

Article I: Governing Style
The Board shall govern with an emphasis on (1) outward vision rather than internal
preoccupation, (2) encouragement of diversity in viewpoints, (3) strategic leadership more than
administrative detail, (4) clear distinction of Board and Executive Director roles, (5) collective
rather than individual decisions, (6) future rather than past or present, and (7) proactivity rather
than reactivity.

•   The Board shall cultivate a sense of group responsibility. The Board, not the staff, shall be
    responsible for excellence in governing. The Board shall be the initiator of policy, not merely
    a reactor to staff initiatives. The Board shall use the expertise of individual members to
    enhance the ability of the Board as a body rather than to substitute individual judgments for
    the Board’s values. The Board shall allow no officer, individual, or committee of the Board to
    hinder or be an excuse for not fulfilling Board commitments.
•   The Board shall direct, control, and inspire the organization through the careful establishment
    of broad written policies reflecting the Board’s values and perspectives about ends to be
    achieved and means to be avoided. The Board’s major policy focus shall be on the intended
    long-term effects outside the organization, not on the administrative or programmatic means
    of attaining those effects.
•   The Board shall enforce upon itself whatever discipline is needed to govern with excellence.
    Discipline shall apply to matters such as attendees, preparation, policy-making principles,
    respect of roles, and ensuring continuance of governance capability. Continual Board
    development shall include orientation of new Board members in the Board’s governance
    process and periodic Board discussion of process improvement.
•   The Board shall monitor and discuss the Board’s process and performance at each meeting.
    Self-monitoring shall include comparison of Board activity and discipline to policies in the
    Governance Policies and Board-Executive Director Linkage categories.

Section A. Ground Rules for Board Meetings
Governing Board Members shall abide to the following rules during Board Meetings:
   1. Focus on ends policies.
   2. Stay open to input and new ideas; be willing to move your position.
   3. Agree on what important words mean and ask for clarification.
   4. Challenge assumptions and preconceived notions; encourage the expression of dissent at
       Board meetings.
   5. Listen in order to understand.
   6. Bring disagreements to the meeting.



                                        Appendix B-11
   7. Base decisions on parameters that include monitoring data, the Ends Policies and other
       relevant data.
   8. Treat other Board members with respect, courtesy, fairness and good faith.
   9. Be brief, no war stories, don’t repeat.
   10. Focus on what is right, not who is right.
   11. Respect confidentiality of Board meeting discussions, with exceptions agreed upon by the
       Board.
   12. Respect confidentiality of Board decisions until those decisions are formally adopted by
       the Board, with exceptions agreed upon by the Board.
   13. Limit discussions of Board business to the Board room.

Section B. Board Dispute Resolution Process
The Board is responsible for holding itself accountable for its actions, including actions taken by
individuals that may undermine the efforts of the organization, the Board or other individuals.
The Board shall use the following process to resolve disputes. A Board member or the Executive
Director who perceives a problem or concern shall discuss it privately with the individual(s)
involved. When a Board member is approached with a problem regarding another Board
member, he/she should redirect the conflict to the person involved.
If a private discussion does not yield satisfactory results, an attempt shall be made to secure a
mutually agreed-upon Board member(s) to serve as mediators(s)
If the issue is not resolved through mediation, the matter shall be brought before the whole Board
and should not be discussed with others.
If an issue is brought to the Board, the disputants shall provide a written explanation that
addresses:
          Problem, issue or concern in question
          Behavior by an individual or group of Board members that exhibited the problem or
             issue
          Consequence of the behavior
          Impact on the organization and to the Board, specifically, does it hurt the
             organization, does it hinder the effectiveness of the Board or is it a personal issue
             outside the bounds of the Board.
The Board shall
       Review written explanations
       Offer the disputants an opportunity to state what they are willing to do to resolve the
          problem
       Make/offer suggestions for possible resolution to problem
       Give disputants further opportunity to resolve the problem.
If a resolution still cannot be reached, the Board shall collectively agree on a course of action to
address the problem, issue or concern, using the FRISK model.
                Fact: State the facts of the action or event that occurred.
                Rule: State the rule or policy that the action or event violated.
                Impact: State the impact of the action or event on the Association.
                Suggestion: Suggest ways that the person should act to avoid or handle similar


                                        Appendix B-12
                          issues or situations in the future.
               Knowledge: Provide any knowledge, assistance or training the person may need
                          to carry out the suggestions.

After an issue has been resolved, the Board shall collectively agree on measures to prevent the
problems from recurring in the future or a course of action to address the problem if it recurs.

The Board shall ensure that due process is afforded to all parties throughout dispute resolution
proceedings. The Board shall handle/address disputes in Executive Session.

Section C. Board Members’ Code of Conduct

1. Ethics
Board members must adhere to the ASCA Ethical Standards for School Counselors.

2. Loyalty
Board members must represent unconflicted loyalty to the interests of the Association. This
accountability supersedes any conflicting loyalty such as that to advocacy or interest groups and
membership on other boards or staffs. It also supersedes the personal interest of any Board
member acting as a consumer of the organization’s services.

3. Conflicts of Interest
Board Members must avoid conflict of interest with respect to their fiduciary responsibility.
       ● There must be no self-dealing or any conduct of private business or personal services
       between any Board members and the organization, except as procedurally controlled, to
       ensure openness, competitive opportunity, and equal access to inside information.
       ● When the Board is to decide upon an issue about which a member has an unavoidable
       conflict of interest, that member shall absent him or herself without comment from not
       only the vote, but also the deliberation.
       ● Board members must not use their positions to obtain employment for themselves,
       family members or close associates. Should a members desire employment, he or she
       must first resign.
       ● Members will disclose their involvements with other organizations, with vendors, or
       any other organizations that might produce a conflict.

4. Group Authority
Board members may not attempt to exercise individual authority over the organization except as
explicitly set forth in Board policies.

5. Interaction with the Public
Board members’ interaction with the public, press or other entities must recognize the same
limitations and the inability of any Board member to speak for the Board except to repeat stated
Board decisions.

6. Interaction with the Staff
Board members may not attempt to exercise individual authority over nor judge the performance
of the Executive Director or staff, except as explicitly set forth in Board policies.


                                       Appendix B-13
7. Confidentiality
Members will respect the confidentiality of discussions in the Board meeting.


Article II: Governance Structure

Section A: Delegate Assembly
The Delegate Assembly shall serve as the highest governing body of the American School
Counselor Association.

1. Representation

   a. The Delegate Assembly consists of voting members of the ASCA Governing Board and
      delegates of the chartered State Divisions.
   b. The number of delegates per state is apportioned according to the number of joint
      ASCA/SCA members in the state as of January 1 of the current year.
   c. States that do not submit their membership list by January 1 of the current year will
      receive the minimum number of delegates.


Each chartered State Division shall be represented in the Delegate Assembly as follows:
ASCA MEMBERSHIP                               NUMBER OF DELEGATES
25-250                                        2
251-500                                       3
501-750                                       4
751-1,000                                     5
1,001 or more                                 6

2. Meetings
    a. The Delegate Assembly shall meet in conjunction with the ASCA Annual Conference
       each year.
    b. The President of the Association shall preside at meetings of the Delegate Assembly. In
       the absence of the President, the President Elect shall preside.
    c. Delegates to the Delegate Assembly shall be provided certifying credentials by the
       Corporate Secretary.
    d. Members of the Association other than members of the Delegates Assembly may attend
       the Delegate Assembly, and may, in accord with the standing rules, address the group at
       the pleasure of the majority of the Delegate Assembly, but may not introduce motions or
       vote.

Section B: Governing Board
The Governing Board shall serve as the legislative body of ASCA. The principal duties of the
Governing Board shall be to set policy and to give direction to the Association.

1. The Board shall produce the link between the organization and the ownership.


                                      Appendix B-14
2. The Board shall produce written governing policies that, at the broadest levels, address each
   category of organizational decision.
3. The Board shall produce assurance of Executive Director performance.
Each member of the Governing Board shall be a member of his/her ASCA-chartered state
division.


Section C. Board Member’s Roles
The Board commits itself and its members to ethical, businesslike, and lawful conduct, including
proper use of authority and appropriate decorum when acting as Board members. Board
members shall strive to:
           a. speak with one vision and one voice
           b. ensure that ASCA supports school counselors
           c. give back to ASCA
           d. help future generations of school counselors
           e. advocate for the profession and the Association
           f. provide direction to the Executive Director
           g. ensure that the Association remains viable
           h. bring issues from constituents
           i. be knowledgeable about ASCA‘s bylaws, policies and Board decisions and
               communicate, clarify and support them to constituency
           j. support the fulfillment of ASCA’s vision
           k. support the continuous improvement of the Association
           l. be prepared for meetings
           m. represent school counselors
           n. identify and encourage future leaders
           o. Draw on the experience of senior and out-going Board members to mentor other
               Board members and to meet the goals of the Association.

1. President
The President ensures the integrity and fulfillment of the Board’s process and represents the
Board to outside parties. A President who does not retire, but ceases to be employed as a
professional school counselor, director of guidance/student services, counselor educator or a
comparable position in the school counseling profession as determined by the Board, may be
asked to resign. Specific responsibilities of the President include the following.
    a. Perform duties as directed by the Bylaws, Delegate Assembly and Governing Board in
       accordance with ASCA’s Strategic Plan.
    b. Preside at all meetings of the Delegate Assembly and Governing Board.
    c. Coordinate with the Executive Director to represent ASCA at meetings and conferences
       of other organizations and with media at the national, state, and local levels.
    d. Submit regular and periodic reports of activities and accomplishments to the Governing
       Board.
    e. Contribute to the annual report submitted to the Delegate Assembly.
    f. Coordinate and communicate with Governing Board, Executive Director and state
       leaders.
    g. Write articles for each issue of The ASCA Counselor and other publications as requested.
    h. Maintain and communicate activities report and travel itinerary.


                                       Appendix B-15
   i. Coordinate with the Executive Director of ASCA the agenda and the working papers for
      Delegate Assembly and Governing Board meetings.
   j. Coordinate Executive Director evaluation in accordance with ASCA’s Strategic Plan and
      principles of Policy Governance.


2. President-Elect
The President-Elect fulfills the President’s obligations in the President’s absence and prepares to
assume the office of President. A President-Elect who does not retire but ceases to be employed
as a professional school counselor, director of guidance/student services, counselor educator or a
comparable position in the school counseling profession as determined by the Board, may be
asked to resign. Specific responsibilities of the President-Elect include the following.
    a. Perform such duties as may be directed by the Bylaws, Delegate Assembly and the
        Governing Board.
    b. In the absence of the President, assume the role of the President with all of its authority
        and responsibility.
    c. Prepare for Presidential year.
    d. Coordinate with the Executive Director to represent ASCA at meetings and conferences
        of other organizations and with media at the national, state, and local levels.
    e. Submit regular and periodic reports of activities and accomplishments to the Governing
        Board.
    f. Contribute to the annual report submitted to the Delegate Assembly.

3. Immediate Past President
The Immediate Past President provides historical perspective and guidance to the Board. Specific
responsibilities of the Immediate Past President include the following.
    a. Perform such duties as may be directed by the Bylaws, Delegate Assembly or the
       Governing Board.
    b. Coordinate nominations and elections process
    c. Coordinate with the Executive Director to represent ASCA at meetings and conferences
       of other organizations and with media at the national, state, and local levels.
    d. Submit regular and periodic reports of activities and accomplishments to the Governing
       Board.
    e. Contribute to the annual report submitted to the Delegate Assembly.
    f. Advise the Governing Board regarding Policy Governance.
    g. Review a sample of ASCA’s monthly credit card statements no less frequently than twice
       each year.

4. Level Vice Presidents
Level Vice Presidents shall be elected for two-year terms to bring the perspective of professional
school counselors in Elementary, Middle/Junior High, Secondary, Supervisor/Postsecondary
work settings.

Elementary and Secondary Vice Presidents shall be elected in odd numbered years. The
Middle/Junior High and Supervisor/Post secondary Vice Presidents shall be elected in even
numbered years.



                                       Appendix B-16
A Level Vice President who does not retire but ceases to be employed as a school counseling
professional at the work setting level to which he or she was elected may be asked to resign.

Specific responsibilities of Level Vice Presidents include the following.
   a. Perform duties as directed by the Bylaws, Delegate Assembly or Governing Board.
   b. Represent the interests, needs, and concerns of school counselors in respective work level
       settings.
   c. Generate interest in activities within respective work level settings.
   d. Coordinate with the Executive Director to represent ASCA at meetings and conferences
       of other organizations and with media at the national, state, and local levels.
   e. Submit regular and periodic reports of activities and accomplishments to the Governing
       Board.
   f. Contribute to the annual report submitted to the Delegate Assembly.
   g. Write articles as appropriate for The ASCA Counselor and other publications.
   h. Review program/institute proposals for ASCA conference.
   i. Facilitate level-sharing sessions at annual conference.

5. Regional Vice-Presidents
Regional Vice-Presidents shall be elected for two-year terms to bring the perspective of
professional school counselors in ASCA’s Midwest, North Atlantic, Southern, and Western
regions.
The North Atlantic and Western Regional Vice Presidents shall be elected in odd numbered
years. The Midwest and Southern Regional Vice Presidents shall be elected in even numbered
years.

A Regional Vice President who moves to another region or does not retire but ceases to be
employed as a professional school counselor, director of guidance/student services, counselor
educator or comparable position in the school counseling profession as determined by the Board
may be asked to resign.
Specific responsibilities of Regional Vice Presidents include the following.
   a. Perform such duties as may be directed by the Bylaws, Delegate Assembly, or Governing
       Board.
   b. Act as special liaisons to the states within his/her region, keeping the state school
       counselor association presidents informed of Governing Board actions and other issues
   c. Coordinate with the Executive Director to represent ASCA at meetings and conferences
       of other organizations and with media at the national, state, and local levels.
   d. Represent the interests, needs, and concerns of the respective region and conduct
       environmental scanning.
   e. Communicate the policy and concerns of ASCA to the region's counselors.
   f. Provide ASCA visibility and increase ASCA membership.
   g. Promote the professional role of the counselor.
   h. Promote, stimulate, and support professional development activities.
   i. Submit regular and periodic reports of activities and accomplishments to the Governing
       Board.
   j. Contribute to the annual report submitted to the Delegate Assembly.


                                      Appendix B-17
   k.   Write articles as appropriate for The ASCA Counselor and other publications.
   l.   Lead Regional Caucus at Delegate Assembly.
   m.   Review ASCA grant applications.
   n.   Facilitate ASCA charter and bylaw reviews by helping states in the region fulfill charter
        and bylaw requirements.
6. Parliamentarian
A Parliamentarian may be appointed to a one-year term by the President. If appointed, specific
responsibilities of the Parliamentarian include the following.
    a. Advise the Governing Board regarding Bylaws and parliamentary procedure.
    b. Review and submit proposed standing rules to each Delegate Assembly.
    c. Attend all official meetings of the Delegate Assembly and the Governing Board.

Section D: Nominations and Elections

1. Nominations and Elections Process
The Governing Board shall maintain direction of the Nominations and Elections process.
    a. Nomination packets are submitted by individuals interested in seeking an office.
    b. The Nominations and Elections Committee coordinates with staff the review of the
       packets and list of individuals who meet the requirements for eligibility.
    c. The Delegate Assembly selects three candidates for each office for the ballot based on a
       simple majority vote.
    d. In the event the Delegate Assembly is unable to select three candidates from the available
       nominees, the Nominations and Elections Committee is charged with securing sufficient
       candidates for the final ballot.
    e. Votes are cast by mail ballot. New Board members are selected by simple majority.

2. Eligibility for Office
Members seeking nomination for an ASCA office shall meet the following specifications.
    a. Nominees must be professional members of ASCA, as stated in the Bylaws, Article II,
        Section 2 and Operational Parameters Article 1, Section A-1-a of ASCA policies.
    b. Nominees must have a written endorsement by their ASCA-chartered state school
        counseling association Governing Board. State divisions may endorse up to two
        candidates but may not endorse two candidates for the same position. Endorsements
        must be made in the form of approved minutes or resolution verifying that the
        endorsement was made by the state division Board. Candidates who do not receive an
        endorsement from their state division may request that the Delegate Assembly approve
        their nomination without state division endorsement. Such requests must be submitted in
        writing in the Candidate’s Packet, with an explanation for why an endorsement was not
        obtained. A copy of the written request shall be sent to the candidate’s state division,
        which shall be given an opportunity to respond to the Delegate Assembly.
    c. Nominees for level vice presidents shall be employed as school counseling professionals
        at the work setting level for which they are seeking office.
    d. Nominees for regional vice presidents must be employed as a school counseling
        professional in the geographic region for which they are seeking office.




                                       Appendix B-18
   e. Nominees for president-elect must be employed as a professional school counselor,
      director of guidance/student services, counselor educator or a comparable position in the
      school counseling profession as determined by the ASCA Board.

3. Campaign Policies
To maintain a healthy professional environment, campaigning shall be kept to a minimum and in
accord with the following policy:

   The goal of the campaign policies is to:
    generate member interest in submitting candidate packets,
    permit creativity in campaigning,
    ensure a fair election for all candidates, and
    increase membership votes in the election.

   a. Campaign policies are effective upon endorsement of candidates by the Delegate
      Assembly.

   b. The Association, its divisions and its regions shall not contribute, budget, nor appropriate
      organizational funds for support of any candidates for ASCA office.

   c. ASCA involvement in campaigns shall be limited to the following:
      1. Written candidacy information shall be published in the election issue of the ASCA
         School Counselor and shall accompany the ballot.
      2. At the annual conference, ASCA may schedule a reception for all candidates where
         candidate campaigning is allowed.

   d. SCA involvement in campaigns shall be limited to the following:
      1. SCAs shall not endorse any candidates.
      2. State SCAs may use only the ASCA-approved candidates’ statements to publish
         information about candidates in newsletters, on websites, and at conferences.

   e. Candidate involvement in campaigns shall be limited to the following:

       1. Candidates shall not accept campaign funds or other campaign support, including in-
          kind support, from associations, divisions, regions, schools, commercial firms,
          corporations, or foundations.
       2. Candidates shall not use ASCA or SCA resources such as web sites, listservs, logos,
          equipment or supplies to solicit votes or support.
       3. Candidates may produce and distribute pins, fliers, brochures and other materials at
          their own expense.
       4. All candidates shall refrain from using any ASCA listservs after ballots have been
          mailed and until the deadline for receipt of ballots.

4. Ballot Policies
    a. The order of the candidates' names for all positions on the ballot shall be determined by
        lot. The lot shall be chosen by the Executive Director and witnessed by two designees.



                                      Appendix B-19
   b. The ballot shall be mailed individually to members of the Association via first class mail
      at least four weeks (4) weeks prior to the ballot return deadline.

5. Violations of Policies
Violation of the Nominations and Elections Policy shall subject candidates to possible
invalidation of their eligibility as candidates. Authority to withdraw the said candidate rests with
the Nominations and Elections Committee with ratification by the Governing Board.
    a. The Nominations and Elections Committee shall make recommendations to the ASCA
       Governing Board regarding violations of Nominations and Elections policies. The
       decision of the Governing Board shall be final.
    b. A nominee or candidate charged with violating the ASCA Nominations and Elections
       Procedures shall be given notice via certified mail of the precise nature of the charge by
       the Nominations and Election Chair within 14 days of receipt of the charge.
    c. The Nominations and Elections Committee may review any charges made by a nominee
       or candidate against another nominee or candidate, any charges made over the signature
       of five members in good standing and any election activities that the Nominations and
       Elections Committee believes may not be in accord with the Election Policies.
    d. A nominee or candidate charged with a violation shall be given the opportunity to present
       written evidence to defend the charge(s). This evidence must be received by the
       Nominations and Elections Chair via certified mail within fourteen (14) calendar days
       after notification of charges.
    e. A nominee or candidate charged with violating the Nominations and Election Policies
       shall be given the opportunity to present evidence through witnesses or otherwise, shall
       be given the opportunity to question witnesses, shall have the right to appeal and shall
       have the right to a hearing before the Governing Board.
    f. If a nominee is disqualified prior to an election, the nominee for the same position with
       the next highest vote total shall be added to the ballot. If the candidate is disqualified
       after an election, the candidate with the next highest vote count shall be declared the
       winner.

6. Recount Petition
    a. A recount of election results may be requested only by the candidate involved in the
       recount and must be in writing to the ASCA Executive Director.
    b. The request for recount must be received in the ASCA Office via certified mail by 4:30
       p.m. EST no later than fourteen (14) calendar days after notification of results.
    c. Costs of a recount that changes the election result in favor of the petitioner shall be paid
       by ASCA. Costs of a recount that does not change the election result in favor of the
       petitioner shall be paid by the petitioner.
    d. Observers are permitted to watch, but not participate in, a petition recount. Observers are
       designated by the petitioner and provided at the petitioner's expense.
    e. In the case of an approved petition recount, the results of the recount shall be the final
       result and no further count shall be undertaken.


Section E: Committees and Appointments
Board committees, when used, shall be assigned so as to reinforce the wholeness of the Board’s
job and so as never to interfere with delegation from Board to the Executive Director.


                                       Appendix B-20
1. Appointments
Committees and task forces of the Association, shall be created to accomplish specific tasks
within specific time frames, with the exception of the three Standing Committees of the
Association, which shall be the Bylaws, Ethics and Nominations and Elections committees.
Members of all committees and task forces shall be appointed by the President, with the
exception of the Nominations and Elections Committee.
2. Bylaws Committee
The Bylaws Committee annually reviews the Bylaws of the Association and makes
recommendations concerning revisions to the Governing Board.

Specific responsibilities of Bylaws Committee Chair include the following.
   a. Serve as consultant to ASCA and state SCAs in regards to bylaws questions and
       revisions.
   b. Review state SCA bylaws according to established five year schedule.
   c. Perform such duties as may be directed by the Bylaws, Delegate Assembly, or Governing
       Board.
   d. Submit regular and periodic reports of activities and accomplishments to the Governing
       Board.
   e. Submit annual Report to the Delegate Assembly.
   f. Write articles as appropriate for The ASCA Counselor and other publications.
   g. Receive proposed amendments to ASCA’s bylaws and submit to the Governing Board.
   h. Coordinate the resolutions process.

3. Ethics Committee
The Ethics Committee annually reviews the Ethical Standards of the Association and assists the
membership in understanding ethical practices.

Specific responsibilities of Ethics Committee Chair include the following.
   a. Provide leadership in promoting ASCA's Ethical Standards
   b. Review Ethical Standards annually and recommend revisions
   c. Perform such duties as may be directed by the Bylaws, Delegate Assembly, or Governing
       Board.
   d. Attend and participate in the Leadership Development Institute
   e. Submit regular and periodic reports of activities and accomplishments to the Governing
       Board
   f. Submit an annual Report to the Delegate Assembly
   g. Write articles for The ASCA Counselor and other publications
   h. Act as a liaison to state school counselor associations and the membership at large
   i. Assist membership in understanding ethical practices

4. Nominations and Elections
The Nominations and Elections Committee oversees the election of ASCA’s Governing Board
members.




                                      Appendix B-21
The Nominations and Elections Committee shall consist of the Immediate Past President, who
shall serve as Chair, the President-elect, and two members of the Governing Board, each serving
alternating two-year terms. The Committee shall follow the guidelines for selecting candidates
for the Association in accordance with Article V of the bylaws and the Nominations and
Elections policies.

Candidates for any office shall not serve on the Nominations and Elections Committee. Board
members on the Nominations and Elections Committee who decide to run for an office must
resign from the committee as soon as their intentions are made known to the Governing Board.

Specific responsibilities of Nominations and Elections Committee Chair include the following.
   a. Perform such duties as may be directed by the Bylaws, Delegate Assembly, or Governing
       Board.
   b. Carry out the responsibilities as listed in the Nominations and Elections Guidelines
   c. Encourage members to seek nomination by presentations at the Leadership Development
       Institute, articles in The ASCA Counselor, or state newsletters, personal contact,
       telephone calls, letters, and ASCA website.
   d. Screen candidates' information packets for completion of all requirements and determines
       eligibility.
   e. Inform all nominees of eligibility status.
   f. Submit résumés and candidates' statements to ASCA office for inclusion in the Delegate
       Assembly Working Papers.
   g. Conduct nominee selection at Delegate Assembly.
   h. Solicit and select additional candidates for the final ballot if a sufficient number of
       candidates are not selected by the close of Delegate Assembly.
   i. Submit candidates' résumés and statements to the editor of The ASCA Counselor.
   j. Send original candidate packets to the ASCA office for the files.
   k. Oversee election activities and respond to questions or charges of violations concerning
       the election activities of candidates. Members of the Nominations and Elections
       Committee may raise questions concerning candidate actions when appropriate.
   l. Inform candidates of election results by telephone and letter.
   m. Review and update nominations and elections procedures annually.
   n. Facilitate the process of selecting qualified candidates for ASCA office.
   o. Include activity update in Immediate Past President's reports to the Governing Board.
   p. Submit an Annual Report to Delegate Assembly.
   q. Write articles as appropriate for The ASCA Counselor and other publications.
   r. Attend and carry out responsibilities as requested at Governing Board meetings, the
       Leadership Development institute, and other special meetings.

5. Liaisons
A liaison may be appointed by the President to act as an ongoing contact with another
organization. Liaisons must submit an annual report of their activities and accomplishments to
the Governing Board for inclusion in Delegate Assembly working papers.

The liaisons’ length of service continues as long as the relationship meets with the mission and
vision of ASCA and the connection is appropriate.



                                      Appendix B-22
6. Professional Interest Networks (PINS)
ASCA offers Professional Interest Networks (PIN) as a service to members who share common
interests. PIN contact people are responsible for responding to inquiries from members,
providing updates and concerns to the ASCA President-Elect, and submitting an annual report to
Delegate Assembly.

Each year the President-elect shall solicit applications from those members who wish to become
or continue to serve as PIN contacts.

PIN contacts must reapply each year.

The publication of PIN’s information does not imply the endorsement or recommendation of
materials, services, or activities of the network contact person by the American School
Counselor Association.

Section F: Cost of Governance
Because poor governance costs more than learning to govern well, the Board shall invest in its
governance capacity.


1. Meetings
   a. The Governing Board shall meet three times each year: July in conjunction with LDI,
      December, and March in conjunction APPI. Other meetings may be held at the call of
      the president or of a majority of the Governing Board
   b. All meetings of the Governing Board, except executive sessions, shall be open to any
      member of ASCA. Copies of the minutes of all meetings of the Governing Board shall
      be distributed to members of the Board within thirty (30) days after the close of the
      meeting and shall be available to ASCA members.
   c. Governing Board members shall attend all Governing Board meetings, ASCA’s annual
      conference and Leadership Development Institute.

2. Board Training and Orientation
Board members shall attend training and orientation meetings each year they are on the Board.



BOARD- STAFF RELATIONSHIP POLICIES
The Board’s sole official connection to the operating organization, its achievement, and conduct
shall be through an Executive Director.
Section A: Unity of Control
Only decisions of the Board acting as a body are binding on the Executive Director.
Section B: Accountability of the Executive Director




                                       Appendix B-23
The Executive Director is the Board’s only link to operational achievement and conduct, so that
all authority and accountability of staff, as far as the Board is concerned, is considered the
authority and accountability of the Executive Director.

Section C: Delegation to the Executive Director
The Board shall instruct the Executive Director through written policies that prescribe the
organizational Ends to be achieved and describe organizational situations and actions to be
avoided, allowing the Executive Director to use any reasonable interpretation of these policies.
Section D: Monitoring Executive Director Performance
Systematic and rigorous monitoring of Executive Director job performance shall be solely
against the expected Executive Director job outputs: organizational accomplishment of Board
policies on Ends and organizational operation within the boundaries established in Board polices
on Executive Limitations.




                                       Appendix B-24

								
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